Program Description
This program can be found on the Purchase Order File Maintenance menu (PO-3-1). All changes made on existing purchase orders must be made in this program. These are purchase orders created through Enter Direct P.O. and generated from a purchase order worksheet in the Generate P.O. From Worksheet program. Batch P.O. Worksheets cannot be accessed in Purchase Order File Maintenance. Modifications to batch purchase orders must be made in Generate P.O. From Worksheet.
Following are the functions that can be performed in Purchase Order File Maintenance:
Purchase Order header information can be changed. Line items are also updated when appropriate.
Changes, additions, and deletions of line items and messages can be made. If none of the items on the purchase have been received or invoiced (an open purchase order), the entire purchase order can be deleted from the system. All appropriate files are updated when modifications are made.
When items are added, item searches are available. The Stock Status Inquiries program is also accessible when adding an item. The Vendor Item File (VITEM) is accessed when appropriate. If the item is not stocked in the entered warehouse, creation of the Item Warehouse File (ITEMWHD) is available.
If an item has been received, the amount received can be changed. The Purchase Order Pending File (POPEND.DT) is updated. Also updated is the Inventory Transaction (IMWACTD) data file, which creates the P.O. Stocking Report and Stock Activity Inventory Report. When a serial numbered item is unreceived, input of the serial number will produce a deletion of the Serial File (SERIALD)and Serial Number Receipt (APHIST) data file.
When the ship via is changed in the Purchase Order header, there is the option to also change all of the line item’s Ship Via. Only items that have had no receipts are changed. An item fully or partially received is not changed.
When an order is changed to Direct Ship, an option to access the customer through the A/R Customer File (CUSTD), Tele-Sales Prospect file (TSPROS.DT) or Sales Management Prospect File (SMPROS.DT) is available. The shipping address is then automatically entered in the purchase order.
The ability to change an existing purchase order to a prepaid purchase order is controlled by set up of field 7 in Purchase Order Control File Maintenance. A password for security can also be created.
Rev 15 Changes
If the OEM Interface is activated, and the Vendor has OEM Vendor Y/N Field in the Vendor File set to Y for yes, the Enter Direct Purchase Order program will ask an additional question when the operator ends out of the program. The program is asking if it is alright to send the Purchase Order to the OEM via the OEM Interface. If the operator believes that the Purchase Order is ready, the operator should enter Y for yes. The program will send the information behind the scenes. If the operator would like to hold onto the Purchase Order or needs to do file maintenance on the Purchase Order through PO File Maintenance, the operator should answer the question N for no. Once the operator has made necessary modifications to the Purchase Order through PO File Maintenance and ends out of the Purchase Order, the program will ask the same question again. The operator should answer Y for yes to send the Purchase Order to the OEM.
There is separate documentation for the OEM Interface that covers this feature in more detail. Please see the OEM Interface documentation.
If the operator tries to perform PO File Maintenance on a PO that was created through the OEM Interface or sent to the OEM via the OEM Interface, the program will display a message and ask the operator to enter a password. Normally, PO’s created via the OEM Interface should not be manually modified. However, there may be some need to if the operator needs to manually make corrections. Also, PO’s that have been sent to the OEM shouldn’t be modified unless the PO was rejected by the OEM and manual changes need to be made to the PO. It is password protected for security however. When the OEM Interface is activated, the System Manager will be given that password to distribute to the other operators as he/she sees fit.
If the operator tries to delete a Ship-In PO that was created through the OEM Interface through PO File Maintenance, the program will display a message and ask the operator if the custody Order Entry order linked to the PO should be voided. The default for this prompt is Y for yes. If the operator answers Y for yes, the custody Order Entry order will be voided. If the operator answers the question N for no, the custody Order Entry order will not be voided. This should only be done if the Ship-In had the kind of errors that warrant the whole Ship-In to be deleted.
Rev 14 Changes
Prior to Revision 13, an operator could change a quantity ordered on an item to 0. In Revision 14, that ability was removed. Some customers were using changing the quantity to zero on line items for a reason, so in Revision 14, we have added the ability back as a Global option. In the Purchase Order Control File (Global Record 14), field 42 is now “Allow Changing Of Qty Ordered To 0 If Qty Rec'd And Inv'd Are 0 (Y/N)”. In Purchase Order File Maintenance, if this Global option is set to Y for yes, an operator can change the quantity ordered field to 0 as long as the quantity received and the quantity invoiced for the line item is 0. If the Global option is set to N, or if the quantity received or invoiced is not 0, a message “Quantity Ordered Can Not Be Zero” will be displayed.
Whenever an operator brought up a purchase order in Purchase Order File Maintenance, the date last changed for that purchase order would be updated to the current system date. This would occur even if the operator did not change anything. This has been corrected, so the date last changed in the Purchase Order Header File (POHDR.DT) will only be updated if the operator changed one of the fields in purchase Order File Maintenance screens. This includes adding items to the purchase order, removing items from the purchase order, changing the purchase order header, or changing a purchase order line item. If the operator chooses to change a field and enters the same information in the new data prompt that was previously in the field, the date last changed will not be updated.
Rev 13 Changes
Program changes were made to add the costing conversion for Trinidad customers.
If the new field 41 in Purchase Order Control File Maintenance (BI-3-1-18-14) is setup to not allow ordering of Dead Stock items, an item with Non-Stock (Y/N/D) set to D in the Item File (ITEM) will not be able to be entered on a purchase order. The message Dead Stock Items Cannot Be Ordered will be displayed.
When entering an item on a purchase order or changing an item on a purchase order, the operator can enter DESC at the quantity field to override the item description. This description will then be stored in the Purchase Order Line Item File (POLID) and displayed and printed whenever the purchase order is accessed. See the screen display below:
If the operator is adding an item to a purchase order and the item being entered on the purchase order has a Discount % stored in the Vendor Item File (VITEM.DT) for the vendor and item number, then the Discount % will be displayed. The operator can press enter to accept it or override it. If the Vendor Item File (VITEM.DT) does not have a discount for that vendor and item number, 0 (zero) will be displayed. The operator can then press enter to accept it or override it to have a Discount Percentage. The Undiscounted Cost will be stored in a new field Original Quoted Cost in the Purchase Order Line Item File (POLID). The Quoted Cost field will become the Discounted Cost. The cost that is displayed on the screen is the Undiscounted Cost. The Extended Cost that is displayed on the screen is calculated using the Discounted Cost. If changing an item on a purchase order, the cost before the discount will be displayed under the Cost field. The Discount is also displayed and can be changed. In this program, the cost displayed is always the cost prior to the discount being taken. The Extended Cost is always calculated using the Discounted Cost.
The program was changed to add to a new index (IMWACT3X) to the Inventory Transaction File (IMWACTD). This index is used when deleting line items from a purchase order that has been partially received. Prior to Revision 13, the whole Inventory Transaction File was searched, which was a time-consuming process. Now, only the Inventory Transaction records associated with the P.O. Number being changed will be searched. This will speed up the process considerably.
If the new field 39 in Purchase Order Control File Maintenance (BI-3-1-18-14) is setup to only allow a specific number of lines on a purchase order, the program will not allow entry of more lines. If an attempt is made to add more lines, a message will display stating that the limit has been reached and the limit at which it stopped.
When selecting A to add, the Quantity Ordered field will default to 1.
The Quantity field in Enter Direct P.O. will now default to 1. The operator also has the ability to enter a negative number at the quantity field. This is useful to help track RMAs (Returned Merchandise Authorization). However, it can only be used on non-serialized machines. The message Ordering A Negative Qty Of A Serialized Item Is Not Allowed will be displayed if the operator tries to enter a negative quantity on a serialized item. Negative quantities should also not be used on purchase orders that are prepaid. When a negative quantity is entered, all files are normally updated, except the Purchase Order Pending File (POPEND.DT). In the Item or Item Warehouse Files (ITEM or ITEMWHD), the On Order field is decreased by the quantity entered instead of increasing. When the item leaves the site, the purchase order should be received through P.O. Receipts with a negative quantity. This will increase the on order quantity and decrease the on hand quantity. Since these purchase orders are never invoiced in Accounts Payable, they will never have a quantity invoiced written into the line items. Since the purchase order will never be closed, the normal purchase order purge will not delete these purchase orders. There are special purchase order purges on the Purchase Order System Manager menu that can be run to delete these. Please contact LMS Support with questions on which one to run and how to run them. Purchase Order File Maintenance has also been changed to allow a negative quantity on non-serialized items.
Also, when unreceiving a line, a record is created in the Inventory Transaction file (IMWACTD). The Transaction Date in this record was the transaction date entered into Purchase Order File Maintenance. This will now be the Date Of Receipt That Is Being Canceled that is entered.
When adding a line to a prepaid purchase order, and the PO Pending file (POPEND.DT) is created, the current system date will write into the new System Date Invoiced field. When unreceiving a line on a purchase order, the system date received in the PO Pending file will be zeroed out.